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Job description

Purpose

To aid the Executive Directors so that they can fulfil their daily business or personal responsibilities. Their duties include administrative tasks such as planning and scheduling events, handling correspondence and managing personal calendars, collating of MI and analysing information.

Key Responsibilities

• Adhere to all company policies and procedures.

• Continuously identify areas for improvement and provide potential solutions to the company and reduce costs.

• To act as the confidential and personal Executive PA to the Executive Directors, providing a high-level secretarial service which will include organising meetings, minute-taking and producing complex documentation in a timely manner and drafting correspondence in relation to standard requests etc.

• To act as ‘front of house’ for Directors, undertaking activities such as filtering telephone calls, receiving documents, correspondence, and messages, and responsible for ensuring information is forwarded to the appropriate Director in an efficient and timely manner.

• To have access, as required to emails to manage their inbox, highlighting any urgent emails or urgent actions arising from them.

• To produce/prepare documentation in a variety of formats including Word, Excel, PDF, PowerPoint and other reports including confidential material.

• To assist with the preparation, drafting and production of documentation for Executive and Board papers.

• Maintain an accurate and efficient electronic and paper filing system and be responsible for records management including archiving whilst improving paperless working by scanning to a central secure location.

• Keep a record of receipts for any credit card purchases to collate and send to the Finance Department monthly.

• Ensure that the appearance of their own office and the Executive team’s offices are tidy and well organised.

• Be responsible for ensuring that agendas/papers are prepared sufficiently in advance for meetings and that minutes are accurate. Responsible for the dissemination of information either in advance or after the meeting and for following up actions directly with those who have been assigned actions, to ensure that agreed next steps are carried out in a timely manner.

• Scheduling appointments and organising diary entries

• Editing to completion drafts and compositions as produced by directors.

• Setting reminders for meetings, appointments, and other important tasks

• Making travel and hotel arrangements

• Taking notes at meetings, preparing the minutes, and subsequently distributing to all participants

• Liaising with other members of staff and external parties such as clients and Senior Management team

• Preparing expense reports and maintaining a filing system

Skills and Competencies

• Able to meet deadlines and multi-task

• Proficient use of Word, Excel, PowerPoint and Outlook Excellent communication and organisational skills Good interpersonal and analytical skills

• Ability to work on own initiative

• Use the in-house systems & Microsoft programmes

• Identify problems & communicate accordingly

• Escalate any conflicting work requests

• Manage time effectively

• Comply with FCA and audit requirements

• Confidentiality, honesty, integrity, reputation, competence/capability & financial soundness as required under the Financial Conduct Authority (FCA), Guernsey Financial Services Commission (GFSC) and Jersey Financial Services Commission (JFSC).

• Be positive & enthusiastic about what you do

• Customer focused

• Service delivery focused

• Experience of working in a senior administrative capacity with a good telephone manner

• Good knowledge of English grammar and punctuation

• Attention to detail

Experience

• An experience Personal Assistant who has knowledge of working with an Executive Team or Board Directors.

Qualifications

• Good general education Sound qualifications in Secretarial and/or Business Administration or equivalent experience of working in a senior administrative capacity with a good telephone manner

Flexible Hybrid Working

Our client has a hybrid approach to working. For most colleagues, this means being in the office two or three days a week and the rest of the time working from wherever is best for them and their team.

Job Types: Full-time, Permanent

Salary: £25,000.00-£35,000.00 per year

Benefits:

• Company pension

Schedule:

• Monday to Friday

Work Location: Hybrid remote in London

Reference ID: GC EPA